Operations & Administrative Coordinator

Salary: £25,000 - £29,500 per annum

Locations: Dartford, Kent 

The Opportunity

We're currently recruiting for an Operations & Administrative Coordinator to join a growing and fast-paced business on a full-time temporary contract through to September 2027, with the potential for the role to become permanent for the right individual.

This is an excellent opportunity for an organised, detail-oriented administrator who enjoys coordinating multiple activities, supporting operational teams, and playing a key role in ensuring day-to-day business functions run smoothly. You'll act as a central point of contact for engineers, project teams, and management, helping to deliver exceptional operational support across scheduling, project administration, helpdesk coordination, and office management.

Working Hours

• 4 - 5 days per week 
• Between Monday and Friday (Days Optional) 
• Standard office hours -9am till 5pm (Hours flexible) 
• Office-based position

Key Responsibilities

Scheduling & Operations Coordination

• Plan and coordinate weekly engineer schedules.
• Communicate job allocations and schedule updates efficiently.
• Manage engineer diaries, appointments, and workload planning.
• Ensure operational resources are effectively scheduled to meet business requirements.

Project Administration & Data Management

• Maintain and update project information within OneTrace and associated systems.
• Monitor open projects to ensure records remain accurate and compliant.
• Set up new projects, upload drawings, and allocate work to engineers.
• Support fire compartmentation and fire door projects through accurate administration.
• Generate and manage fire safety labels as required.

Office Administration & Helpdesk Support

• Provide comprehensive administrative support to managers and senior staff.
• Support helpdesk operations and assist with customer enquiries.
• Handle incoming calls and emails in a professional and timely manner.
• Coordinate appointments, meetings, and general office activities.
• Assist in maintaining efficient day-to-day business operations.

Timesheet & Workforce Administration

• Collect weekly engineer timesheets.
• Review submissions for accuracy and completeness.
• Liaise with engineers to resolve any discrepancies or missing information.
• Ensure timesheets are processed within company deadlines.
• Maintain accurate records to support payroll and project reporting.

Travel & Logistics Coordination

• Arrange travel and accommodation for employees as required.
• Book hotels, flights, ferries, and rail travel while ensuring cost-effective solutions.

Expenses & Financial Administration

• Process and maintain procurement receipts against relevant project codes.
• Organise and monitor fuel receipts and related records.
• Manage and review road-user charges, including congestion charges, tunnel fees, and bridge tolls.
• Ensure all records are maintained accurately for processing and reporting purposes.

General Business Support

• Maintain organised filing systems and digital documentation.
• Support multiple departments with administrative requirements.
• Assist with ad-hoc projects and operational tasks as required.

About You

We're keen to speak with candidates who are highly organised, proactive, and capable of managing competing priorities in a busy environment.

You'll ideally have:

• Previous experience within an administration, operations support, coordination, or scheduling role.
• Excellent organisational and time-management skills.
• Strong written and verbal communication abilities.
• The ability to work independently and use initiative.
• A high level of accuracy and attention to detail.
• A professional and positive approach to work.

Essential IT Skills

• Strong Microsoft Office skills, including Outlook, Excel, and Word.
• Experience using scheduling, CRM, or project management systems (OneTrace experience advantageous).
• Confidence maintaining databases and digital records.
• The ability to learn new software and systems quickly.

What's on Offer?

• Salary of £25,000 - £29,500, depending on experience.
• Immediate start available.
• Contract running until September 2027.
• Potential for a permanent opportunity.
• Free on-site parking.
• A varied and rewarding role within a supportive team environment.

If you're an experienced administrator or coordinator looking for a role where you can make a real impact across operations and project delivery, we'd love to hear from you.